How to find vendor costs tied to former employees
Employee offboarding usually disables core accounts quickly. Recurring supplier charges can be harder to spot because they live in separate exports, invoices and vendor portals.
- Export the current employee roster from HR.
- Export employee-linked billing records from a supplier.
- Match both datasets on employee/person ID.
- Review vendor records with no active HR match.
- Check duplicates and estimated recurring cost before cancellation.
Where these costs often hide
Common examples include workwear rental, mobile and SIM subscriptions, parking or access services, and employee benefits. The exact systems differ, but the reconciliation pattern is the same: an HR roster on one side and recurring vendor records on the other.
Why spreadsheet checks get missed
Ownership is often split across HR, IT, Procurement, Finance and Facilities. Each team may have only one side of the data, so charges can continue until someone manually compares the lists.
Run the comparison in your browser
Employee Spend Audit compares CSV/XLSX exports locally in the browser and flags former employees still billed, unmatched vendor records and exact duplicate supplier lines. No account or integration is required.
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